The perishable nature of coffee and tea ingredients, more so than any other retail beverages, requires precision timing for deliveries in order to ensure optimum product quality. Coffee and tea retailers are highly dependent upon their chosen suppliers doing what they say they are going to do.
The range of suppliers of renewable products as well as equipment will depend on the scope of your particular coffee and tea shop, but of primary concern will be the suppliers of your espresso equipment, including your espresso machine, grinder, brewer and tea-brewing equipment.
Choosing the most reliable suppliers of coffee and tea-making equipment is, therefore, central to the future success of your business. Any delay in supplying the necessary machines and equipment, or in servicing malfunctioning equipment, can cost you dearly. So take time to source suppliers who will work with you; you need purveyors of both renewable products and equipment that are aware of the bigger picture. When making initial contact with potential suppliers, try to:
- • Evaluate their response as soon as they answer the phone. Are they professional and friendly, and do they appear to take a personal interest in your business?
- • Ask potential suppliers how they will add to the success of your specialty beverage operation, beyond just supplying products and services. For example, will they provide you with drinks recipes or perhaps give you a practical demonstration of how to get the best from your espresso machine?
- • Assess whether they try to put pressure on you to make a decision or focus too heavily on price; both are telltale signs that they are not listening to your specific requirements.
Approximately six to eight weeks before the scheduled opening date, it will be necessary to contact all the local suppliers and meet with their sales representatives. Make certain each sales representative understands that quality products are your top consideration.
Competition is fierce among both sales representatives and suppliers. Let each know you are considering all companies equally. Never become locked into using only one purveyor. Shop around, and always be willing to talk with new sales representatives. Important points to consider when choosing coffee and tea suppliers include:
- • Quality of products. Accept nothing but A-1.
- • Reliability
- • Delivery days. All deliveries should arrive at a designated time.
- • Is the salesperson really interested in your business?
- • Do they seem to believe in what they are selling?
- • Billing terms (interest, credit, etc.)
- • Is the company local (for emergencies)?
- • From the first meeting with the sales representative, you should obtain:
- • Credit applications t o be filled out and returned
- • Product lists or catalogs describing all the products
- • References from the restaurants they are currently servicing in the area. Check them out!
You should supply them with a list of the products you will be purchasing, with estimates as to the amount of each item you will be using every week. Emphasize to the sales representative that price is certainly an important consideration, but not your only one, when selecting a supplier. Point out to the sales representative the other concerns you have about using their company. Indicate that you do intend to compare prices among the various companies but would not necessarily switch suppliers due to a one-time price undercutting.
Loyalty is important to sales representatives; they need to expect that order from you each week. But at the same time, let them know they must be on their toes in order to earn your business. Most companies offer a discount for bulk purchases. Keep this in mind when comparing prices and suppliers. Choosing a supplier is often a difficult task, with so many variable factors to consider. Begin to analyze these problems in terms of the overall picture, and your purchasing decisions will consistently become more accurate.
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